Program Specialist 2 - CCE

South Puget Sound Community College is committed to increasing its cultural diversity with an emphasis on equity and inclusion among its professional staff. A firm understanding of anti-racist policy development, coupled with the skills to eliminate barriers that harm underrepresented people, is a college requirement. The students that we serve come from a variety of backgrounds. On average, 43% of SPSCC students are people of color. We strongly encourage members of the underrepresented groups, veterans, and bi- or multilingual individuals to apply for this position to help meet the needs of our diverse students and service district.

And if that isn't enough? We also offer:

• A healthy work/life balance for our employees, with the opportunity for flexible work schedules and remote work, depending on position and college needs
• The Clipper Coffee Corner serves Batdorf & Bronson coffee and a selection of delicious food
• A brand new Health & Wellness Center
• FREE Bus service every 15 minutes to downtown Olympia and beyond
• FREE parking on our campuses ¿ permits are not required
• On-campus child care
• Many walking paths that are marked and on nicely paved sidewalks
• SPSCC promotes wellness with a variety of workshops and events on campus
• Lots of activities with our Artist & Lecture series, which are FREE for staff and faculty
• Many community events in the Kenneth J. Minnaert Center for the Arts
• Employee Resource Groups (ERGs) that offer an opportunity for SPSCC employees to gather and connect around issues that define them personally and affect their work at the College and their professional development. Current Employee Resource Groups include:
• Staff and Faculty of Color (SFOC) ERG - an employee network that strives to create an intentional and relational foundation for community and trust-building across different groups through shared values.
• The LGBTQIA+ ERG creates a space for LGBTQIA+ staff and faculty at the college to share resources, build support and community, and work towards greater equity and accessibility.

About the Position:

South Puget Sound Community College (SPSCC) invites applications from highly motivated, qualified candidates for the position of full-time Program Specialist 2

within the CCE program .

The Program Specialist 2 reports directly to the Director of Operations and Strategic Programming and coordinates duties for the Training Programs within the Corporate and Continuing Education department. This department administers programs that support Workforce Education and are designed to respond to community needs.

What You'll Do:

Duty: Training program coordination and support

Tasks include:

• Perform all tasks associated with registering self-support students and using CampusCE and ctcLink, where appropriate;

  troubleshoot issues as they arise. Monitor waitlists and work with the appropriate Program Manager as necessary. Verify that the ctcLink Search/Match feature is working correctly for self-support students; troubleshoot errors and duplicate issues

• Primary person answering CCE registration line. Check messages left on phone, returning or forwarding messages as appropriate.

• Assist registrants, answering questions related to registration or classes offered, triaging to Program Managers/Directors where appropriate

• Receive payments and coordinate with fiscal office staff for processing as needed, including troubleshooting and solving errors or other registration issues.

• Perform all tasks associated with third-party billing

• Drop students from multiple databases, initiate refunds, and coordinate refund processing with student financials staff , including interpreting and enforcing the cancellation policy.

• Follow course cancellation process flow

• Update and verify the accuracy of Profit Manager daily

• Enter enrollment numbers for all trainings

• Coordinate class and program needs for both onsite and offsite , including materials, classroom setup, IT work orders, and Facility work orders.

• Manage the certificate process, including building and maintaining the certification tracking spreadsheet; producing course-level and final certificates as needed; maintaining inventory of certification recognition materials; coordinating the certificate award process with instructors and administration; and serving as the point of contact for customers regarding certificate status.

• Reconcile class rosters , ensuring data is separated for DES enrollments vs. CCE enrollments where appropriate. Prepare A19S. Reconciliation and invoicing for pass-through trainings.

• Prepare program-specific reports as requested.

• Process instructor contracts

  through Faculty Workload in ctcLink.

• Serve as contact for Employee Development Program. Update the quarterly employee pricing list, create employee sections as needed, and register employee participants, including coordinating billing.

• Email class reminders and class information to participants.

Essential Function- Lacey Campus program support

Tasks include:

• Create and maintain spreadsheets in shared drive for fiscal tracking and reconciliation
• Establish and maintain a file system for fiscal and registration documentation and records for programs that do not follow typical processes.
• Check contract classrooms for accurate materials and setup for classes. Break down class materials as necessary.    Ensure public areas are clean and well organized before campus opens.
• Checking in with instructors before classes begin to ensure class needs are being met.
• Serve as the point of contact for instructors with questions about class paperwork, enrollment issues, and coordinating changes with appropriate college offices and computer systems.
• Assist telephone and walk-in customers.
• Consult with program participants , potential program participants, and outside entities regarding training programs.
• Assist instructors, students, staff, and faculty with requests, as appropriate.
• Provide typical clerical and technical support, including: composing and proofreading office correspondence; preparing materials; checking quarterly brochure and date systems for accuracy.
• Check CE Outlook inbox on a daily basis
• Maintaining the contract file of amendments and work orders from DES master contracts.
• Coordinate processing of signatures on paperwork.
• Communicate daily on enrollment management; assist with the Go/No Go process and contracting paperwork.
• Check the accuracy of information on DES paperwork using budgets and course documents created by Administration.
• Enter contract and amendment content into the database for tracking purposes.
• Scheduling instructors using class frequency tables, ensuring schedules comply with applicable policies, procedures, and program needs.
• Build courses in ctcLink and the database. Edit descriptions in CampusCE as necessary.
• Build class sections in ctcLink and the database.    Adjust in CampusCE as necessary.
• Coordinate and assist with data entry of training classes in Course Management systems, including 25 Live, and cross-reference to check accuracy.
• Work with Administration to submit new courses to DES for approval.
• Regularly check the DES and CCE websites for accurate course details.

Duty: DES liaison and contract coordination

Tasks include:

Duty:  Course construction for classes

Tasks include:

Duty: Attend meetings and/or conferences

Tasks include:

• Attend meetings and/or conferences as a program representative.
• Attend weekly operations meetings and play an important role in recognizing and communicating potential issues to the team.

Duty: Perform other duties as required or as appropriate, including but not limited to acting as backup to peer duties as requested or instructed by Administration.

Qualifications You Possess:

Minimum Qualifications

• Bachelor¿s degree OR equivalent education/experience AND two years of experience in a program specialty area
• Strong organizational skills, ability to work independently and prioritize multiple tasks, maintain office confidentiality, and accommodate numerous interruptions.
• Position requires a high degree of accuracy and attention to detail.
• Problem-solving skills and decision-making ability
• Excellent communication skills and the ability to work well with others and function as a team member.
• Advanced knowledge of computers and software applications, specifically MS Office: Outlook, Word, Excel, Access, and PowerPoint.
• Commitment to a working environment that values diversity among students, faculty, and staff from diverse cultural, socioeconomic, and educational backgrounds.

To Apply and View the entire post: https://hcprd.ctclink.us/psc/tam/EMPLOYEE/HRMS/c/HRS\_HRAM\_FL.HRS\_CG\_SEARCH\_FL.GBL?FOCUS=Applicant&SiteId=240&

Applications must be completed online and include the following attachments:

1. Cover letter addressed to the Screening Committee, highlighting your ability to perform the responsibilities and competencies described in the job posting. Please answer the questions below.

• What interests you about this position, and how do your prior experiences and interests prepare you for it?
• What is your approach to detail-oriented work, and how do you ensure you consistently maintain accuracy? Please provide an example.

1. Current resume/CV showing all educational and professional experience, which demonstrates how you meet the minimum and any preferred qualifications.
2. Copies of unofficial transcripts from institutions of higher education

Top candidates will be notified directly to interview for this position. Selection will be based on the applicant's knowledge, skills, and abilities to perform the duties listed in this job posting as identified in the materials requested above. Applications with comments directing the reader to see attachments will be considered incomplete.